THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700


S U M M A R Y


DIARY: December 15, 1998 12:00 PM Tuesday; Rod Welch

Visit Bill on invoice for Moscone, planning Welch scope.

1...Summary/Objective
2...Technology Presents Challenge of Focus v. Diversity
3...Marketing Communication Metrics for Kwan Henmi Projects
.....3rd and Mission -- High Risk, Fast Track, Dispersed Principals
.....Communication Metrics Can Support 3rd and Mission Project
4...Wants Powerpoint presentation.
5...Limiting application of intelligence.
6...Engaging architects in writing about their work.
7...Moscone use funds for intelligence to hire another architect.
8...Submit Moscone record to KH.
9...Line numbers make work product appear to be legal work.


..............
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CONTACTS 
0201 - Kwan Henmi                           415 777 4770 fax 5102
020101 - Mr. William N. Long, AIA; Architect
0202 - Kwan Henmi                           415 777 4770 fax 5102
020201 - Ms. Gul Bhatia
020202 - Accounting Department

SUBJECTS
Moscone Center, Phase III
Contracts/Agreements
Invoice, 981130
Management Productivity Reduced by
Name Other than Com Manager
Knowledge Worker Communication Manager
Evolution Writing Scribe, Need New Scribe New Knowledge Tool
Pilot Flys Airplane Com Manager Flys SDS Helps Everybody Arrive at Co
Pilot for SDS Professional Role Like Pilot Flies Airplane

1211 -    ..
1212 - Summary/Objective
1213 -
121301 - Follow up ref SDS 38 0000, ref SDS 37 0000.
121302 -
121303 -    [On 990111 called Bill. ref SDS 41 0000]
121304 -
121305 -    [On 990204 submitted CD to KH with SDS program and the diary with
121306 -    Moscone records, including correspondence files. ref SDS 42 0000]
121307 -
121308 -    [On 990209 telecon with Bill. ref SDS 43 0000]
121309 -
121310 -
1214 -
1215 -
1216 - Discussion
1217 -
121701 -  ..
121702 - Technology Presents Challenge of Focus v. Diversity
121703 -
121704 - Bill commented on the way walking to the restaraunt that KH has
121705 - acquired some kind of graphical software program that is very powerful
121706 - and accomplishes much of what KH needs for some particular matter.
121707 -
121708 - Bill explained that the program is so complex that someone must be
121709 - assigned to learn how to use all of the powerful capabilities, and
121710 - keep up with changes in the software.  Since everyone is busy, it
121711 - could be mean hiring someone just to use the software, and then the
121712 - question becomes whether this is cost effective.
121713 -
121714 - Bill DeHart cited a similar challenge at PG&E, when we met for lunch
121715 - on 960823. ref SDS 5 4747
121716 - ..
121717 - This lead to our discussion about Communication Metrics.
121718 -
121719 - Bill feels the technology for Commumication Metrics needs to be easier
121720 - to learn.
121721 -
121722 - We considered briefly the advantage of using a "pilot" for technology
121723 - who, also, performs management support.
121724 -
121725 - This person is called variously a ...
121726 -
121727 -      Communication Manager
121728 -      Analyst
121729 -      Planner
121730 -      Leadership Aide
121731 -      Executive Aide
121732 -      Assistant Project Architect
121733 -      Facilitator
121734 -      Para Manager
121735 -      Knowledge Navigator
121736 -      Chief Operating Officer
121737 - ..
121738 - A dedicated "pilot" is needed for Communication Metrics
121739 - technology, called SDS, because the technology adds "intelligence" to
121740 - management, which is a very complicated process, as seen from the
121741 - explanation in POIMS, ref OF 1 3955, and the schematic. ref OF 2 3385
121742 -
121743 - Useful intelligence is difficult and psychologically demanding.  Andy
121744 - Grove, Chairman of Intel, notes that daily analysis requires diligence
121745 - which managers fail to exercise because there is not enough time....
121746 - ref SDS 11 3101  Obtaining feedback is often resisted by participants
121747 - who fear accountability.  Skill and care is needed to fashion a record
121748 - is that helpful without being threatening. ref SDS 12 5065
121749 -
121750 - Like anything else, e.g., secretary, accountant, architect, each
121751 - organization must decide whether the value of intelligence produced by
121752 - a "pilot" for the SDS program, is worth the cost, as reviewed with
121753 - USACE on 971202. ref SDS 9 0838
121754 - ..
121755 - On 981027, Counsel for the San Francisco District Corps of
121756 - Engineers reported with "certainty" that Communication Metrics saved
121757 - the government an additional $187,500, above the previous estimate of
121758 - $317K reported on 971007. ref SDS 26 7315  Since the cost for this
121759 - savings was below $50K, ROI is about 10:1.  The challenge for
121760 - management is that each time they pay the Communication Manager a
121761 - dollar, someone does not write them a check for $10.  Cost savings
121762 - occur over time and so it takes courage to make the investment.
121763 -
121764 - "Intelligence" is a resource for making good decisions to get things
121765 - done correctly and on time.  If it is not applied in daily decision
121766 - making, then the benefits will not come until there is a lawsuit years
121767 - later.  Additionally, benefits can be dispersed among stakeholders.
121768 - Getting a building designed correctly, can be a bigger benefit to the
121769 - client and to surities than to the architects and contractors.  So
121770 - there are challenges in applying this capability.
121771 - ..
121772 - Bill observed that because Gensler denied Kwan Henmi access to
121773 - the Internet, this prevented on-line access to the SDS record, which
121774 - hampered accomplishing goals for automated management.
121775 -
121776 - We did not discuss conflicting instructions from Gensler, for example
121777 - on 981001 that KH records of meetings were not to be distributed....
121778 - ref SDS 18 5280  Gensler's difficulty providing information hampered
121779 - support for KH. ref SDS 16 2080
121780 -
121781 - He expressed support for Gensler's request that meeting notes be
121782 - prepared by someone with professional credentials in the primary work
121783 - discipline, here an architect. discussed further below. ref SDS 0 2090
121784 -
121785 -
121786 -  ..
121787 - Marketing Communication Metrics for Kwan Henmi Projects
121788 -
121789 -
121790 -      ..
121791 -     3rd and Mission -- High Risk, Fast Track, Dispersed Principals
121792 -
121793 -     Bill indicated the 3rd and Mission project may proceed next month.
121794 -
121795 -        We discussed the report in the San Francisco Chronicle about a
121796 -        month ago that the City was taking action against the developer
121797 -        due to delays in starting the project.
121798 -
121799 -        Bill advised that the developer is working with the City to
121800 -        retain the right to proceed with the project.
121801 -
121802 -     He related the following project risk factors...
121803 -
121804 -        1.  The project is fast track, which means construction will
121805 -            commence prior to completion of a full set of plans and
121806 -            specifications for construction.
121807 -            ..
121808 -            On 980917 there was information that the first six
121809 -            months of Kwan Henmi's assignment would require intense
121810 -            support for communication. ref SDS 13 8177
121811 -
121812 -        2.  Either the design drawings alone, or a portion of the
121813 -            construction documents, have been prepared by an architect
121814 -            on the East coast.  Kwan Henmi's role will be to finish the
121815 -            construction documents based on the work product of another
121816 -            firm, through the course of construction, and/or to oversee
121817 -            construction for compliance with requirements, including
121818 -            review of submittals.
121819 -
121820 -        3.  The contractor has separate agreements with other design
121821 -            consultants, e.g., mechanical, electrical, structural.
121822 -            ..
121823 -        4.  The principals and design consultants are located in
121824 -            different parts of the country.
121825 -            ..
121826 -        5.  The contractor who does not use email, and/or has
121827 -            signaled reluctance to use email for communications and
121828 -            information management.
121829 -
121830 -        6.  It is unclear whether Kwan Henmi has worked with this
121831 -            contractor on prior projects; however, the sense is that
121832 -            there is no prior experience.
121833 -
121834 -
121835 -      ..
121836 -     Communication Metrics Can Support 3rd and Mission Project
121837 -
121838 -     Bill explained that Communication Metrics provides a higher level
121839 -     of management to meet these high risk factors, as embodied by the
121840 -     notion of "adding intelligence to management."
121841 -
121842 -     Bill related planning to present Communication Metrics for
121843 -     documentation support.  He indicated that design fees do not cover
121844 -     administration support.
121845 -
121846 -     The advantage of having someone to obain feedback, and organize,
121847 -     align, analyse and summarize communications, is explained in the
121848 -     POIMS paper, as added value to traditional "documentation." ref OF
121849 -     1 0582
121850 -     ..
121851 -     Bill indicated that the contractor may object to Kwan Henmi
121852 -     using enhanced management because the contractor does not use
121853 -     email.
121854 -
121855 -
121856 - ..
121857 - Wants Powerpoint presentation.
121858 - 
121859 -    Simple explanation, per submission a month ago.
121860 -
121861 -    Plan, perform, report
121862 -
121863 -        [On 990209 submitted powerpoint file. ref SDS 44 5161]
121864 -
121865 -    Documentation
121866 -
121867 - ..
121868 - Limiting application of intelligence.
121869 - 
121870 - Bill raised ideas about offering various levels of support.  Rather
121871 - than a Communication Manager attending meetings, which takes time, it
121872 - might be feasible for the project architect to....
121873 -
121874 -    Submit the record to the Communication Manager for adding alignment
121875 -    and organization.
121876 -
121877 -    Creating Internet delivery.
121878 -
121879 - This is a good objective, if there is confidence that information
121880 - critical to project success is recognized and brought forward for
121881 - inclusion in the record.  This could save time.
121882 - ..
121883 - One reason Moscone was difficult is that it presented a lot of
121884 - business management issues, in addition to design issues.  The latter
121885 - required extra attention, which made it more difficult to apply
121886 - Communciation Metrics for design support.
121887 -
121888 -
121889 -  ..
121890 -
121891 - Engaging architects in writing about their work.
121892 -
121893 -    This was beginning to work, when the effort stood down.
121894 -
121895 -    We cannot change a culture in a few weeks.  In this case the
121896 -    process got a good start after about 6 weeks with staff beginning
121897 -    to participate.
121898 -
121899 -    My sense is that it would have been very effective, particularly in
121900 -    conjunction with Robert's leadership and planning style.
121901 -
121902 - ..
121903 - Moscone use funds for intelligence to hire another architect.
121904 - 
121905 - Bill related the need to hire another architect.  KH wants to use the
121906 - money for Communication Metrics to pay for the new architect.
121907 -
121908 -    Rework occurs when intelligence is not accomplished, as related by
121909 -    Denis on 951024. ref SDS 2 4436
121910 -
121911 -       We did not discuss this, because it would not have been helpful
121912 -       to focus on theory of crisis management in the face of immediate
121913 -       perceived needs. But see 970818, ref SDS 7 1897; and see record
121914 -       of design practice on 980929. ref SDS 15
121915 -
121916 -       [On 990311 developed notion of warrior solution substituting
121917 -       hard work for intelligent work. ref SDS 45 6000]
121918 -    ..
121919 -    Bill observed that Clonia was correct that having an
121920 -    architect do meeting notes is helpful.
121921 -
121922 -       On 950105 USACE inquired about this. ref SDS 3 7391
121923 -
121924 -       On 960721 IT firm asked about this. ref SDS 4 0003
121925 -
121926 -       We have already looked at the notes done by Gensler, and by WMA,
121927 -       and found that these are inadequate.  See for example Robert
121928 -       Rudeen's comments on 981123. ref SDS 35 7072  The matter was
121929 -       originally reviewed on 981001. ref SDS 17 3402
121930 -
121931 -       Gensler and WMA are experienced architects.
121932 -
121933 -       Their staff, here Clonia and Steven, have considerable
121934 -       experience as architects, yet their records of events do not
121935 -       support effective project management, and in fact cause delay
121936 -       and rework which increase the cost of design, as evidenced by KH
121937 -       hiring another architect.
121938 -       ..
121939 -       Robert's records are better.  The challenge is investing
121940 -       time to meet the new reality of information overload that
121941 -       overwhelms limited span of attention.  If you have a lot of
121942 -       problems to solve and people to manage, when is there time for
121943 -       analysis to develop a useful record?
121944 -
121945 -       It might be said then, that it is better to have a good record
121946 -       produced by anyone, rather than a poor record produced by a
121947 -       discipline specialist.
121948 -
121949 - ..
121950 - Submit Moscone record to KH.
121951 - 
121952 -    Bill asked that the SDS record be provided to Kwan Henmi so they
121953 -    can have custody of the record.
121954 -
121955 -    I will install SDS on Bill's computer, and upload the SDS record to
121956 -    his computer, assuming he is willing to do this.
121957 -
121958 -    After lunch we went back to his office and checked his computer.
121959 -    There seems to be ample room on his computer to install the entire
121960 -    SDS data base.
121961 -
121962 -       [On 981226 ordered RW CD ROM to transfer the record. ref SDS 39
121963 -       0000]
121964 -
121965 -       [On 990107 encountered difficulty creating a version that runs
121966 -       on the c: drive. ref SDS 40 0000]
121967 -
121968 -       [On 990112 called Bill about status. ref SDS 41 0000]
121969 -
121970 -       [On 990204 submitted CD to KH with SDS program and the diary
121971 -       with Moscone records, including correspondence files. ref SDS 42
121972 -       0000]
121973 -
121974 -  ..
121975 -
121976 - Line numbers make work product appear to be legal work.
121977 -
121978 -    Bill asked about eliminating line numbers in the SDS program.
121979 -
121980 -    Line numbers are explained in the record with the State of
121981 -    California Dep Water Resources on 940901. ref SDS 1 9009
121982 -
121983 -    On 960926 line numbers were reviewed with USACE. ref SDS 6 8788
121984 -
121985 -    Everyone complains about line numbers.  But, like rear-view mirrors
121986 -    that seem initially to some a mere appendage, very soon everyone
121987 -    starts using the line numbers to cite the record.
121988 -
121989 -
121990 -
121991 -
1220 -
Distribution. . . . See "CONTACTS"